INTEGRATED MANAGEMENT SYSTEM

CONTROL OF DOCUMENTED INFORMATION

It is the responsibility of Managers to ensure that relevant employees are aware of and
strictly adhere to the contents of this document and its associated policies and procedures.
Managers should be available for advice, support and training in regards to this document.

Reference Number N-MS-NTT-PRO-020 Revision Number 05

First Release Date April 1, 2018 Last Revision Date 26th November 2018

Ali Al-Shehri
Signature
Prepared by
Logistics Engineer
Date

Kamal Raj Matta Signature

Reviewed by
QEHS Manager Date

Abdullah Al Jalal Signature

Approved by
Internal Audit Manager Date

Target Audience All NTT Employees

☒Internal Circulation
Document type ☐Open Circulation
☐Strictly Confidential
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Integrated Management System Revision No. 05

1.0 PURPOSE
The purpose of this document is to create, update & control documented information to provide
evidence of conformity to requirements and of the effective operation of the Integrated Management
System (IMS).

To establish, maintain, control all documents and records that form part of its management system.
The same may be internally generated or from external sources such as regulations, standards, other
normative documents, test and/or calibration methods, as well as drawings, software, specifications,
instructions and manuals etc.

2.0 SCOPE
This applies to the control of document/records that are generated as part of the IMS. It includes the
requirements for identification, storage, protection, retrieval, retention times and disposition of
records.

3.0 DEFINITIONS & ACRONYMS

3.1 Acronyms:
DAF: Document Approval Form
DCC: Document Control Center
DPRF: Document Preparation/Revision
MOC: Management of Change
ISO: International Organization for Standardization
NTT: Nesma Telecom & Technology
IMS: Integrated Management System
OU: Ornization Unit

3.2 Definitions
3.2.1 Original Document: This refers to the original internal documents, issued and kept in
the DCC. An original document shall be treated as a master copy and the same shall
be stored as a soft copy on approved NTT Server, controlled copies are shared and
relevant access provided to the concerned employees.

3.2.2 Uncontrolled Document: All UNCONTROLLED copies will be clearly identified by the
words “Uncontrolled” and are issued to clients/supplier/subcontractors.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
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3.2.3 Obsolete/ Superseded Document: Any revision to an electronic document will require
the retired version to be saved in directory with renaming the folder or file name as
OBSELETE.

3.2.4 Obsolete documented information is removed from point of use & marked to prevent
unintended use. Electronic copy shall be renamed as ‘’Obsolete’’ with suffix followed
by the date and name of the document. These Documented Information/records are
stored in shared folder and provided only read/controlled access as per requirements.

3.2.5 Originator: The originator is a person, process owner, department responsible for
preparing or revising a given document. Furthermore, the originator is considered as
the owner of the document; thus, the originator shall duly change or revise approved
documents once a DPRF is raised and approved as per MOC request.

3.2.6 Distribution List: This refers to the list of recipients/users of the approved document.
The concerned Organization Unit shall determine which document to be issued to
recipients/users.

3.2.6.1 External Document: Refers to all documents received by the company from
external source like legal and regulation book, International / National / Local
Standards, supplier-generated. Documents like operations and maintenance
manuals including drawings and specifications. This shall be Water Mark
Functioned with an “EXTERNAL” and registered in a Master List of documents
maintained by the relevant division/department and DCC. If an external
document or a part of external document is required to be given to a 3rd party,
then all relevant legal procedures shall be followed.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
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4.0 RESPONSIBILITIES
4.1 IMS Management Representative (MR)
The MR through the designated manager, shall:
• Establish the Document Control Center for the IMS

4.2 Document Control Center (DCC)

The DCC shall be responsible for:
• Establishing and updating the Master List of Approved Documents;
• Monitoring of level documents except records and retain original copies of all approved
documents;
• Checking of document coding and numbering system based on this procedure;
• Monitoring and auditing of the documents & submit recommendation on matters relating
to the affairs of the DCC;
• Distribution, management, retrieval, archiving and disposal of documents in their
respective site;
• Submit periodic reports of the status of changes and revisions the documents.

4.3 Document Originators: The document originators and their respective managers shall create,
review and facilitate the approvals of the new issuance and revision to the document. The
originator shall submit shall submit the document to the OU Head for approval.

4.4 OU Heads in NTT:

• Approve all authorization to prepare NEW documents or DPRFs concerning/ affecting

their respective Key business process;
• Approve documents for their respective divisions/departments;
• Approve all authorization to revise EXISTING documents concerning/ affecting their
respective key business processes.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
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4.5 Recipients of Copies of the Documents: The recipients of copies of the documents shall
preserve distributed copies of the documents and protect it from damage, deterioration and
loss.

5.0 QUALITY & EHS:

None

6.0 PROCEDURE:
6.1 DOCUMENT CODING STRUCTURE:

Document Coding Structure: The code design is patterned up to 16-digit alphanumeric structure
to reflect the details of origin of documents (source code), type of document, Organizational Unit
(OU) and a 3-digit serial number of the document.
N/E MS *** **** *** ***

Serial Number
Document Type
Sub-Department Code (If applicable)
OU Code (If applicable)
Integrated management System (MS)
Source Code

Source Code:
This refers to a 1-letter code representing the origin of the documents:
• N - Internal Documents
• E - External Documents

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
 NESMA TELECOM & TECHNOLOGY Document ID No.:
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OU Code:
This refers to a 3-letter code representing the location/plant facility where the document will be
applied/implemented:

OU Code
Nesma Telecom & Technology NTT
Transmission and Distribution TDD
Communications & Energy Solutions CES
Trading – Electrical Systems TES
Finance and Controlling FIN
Business Development BDD
Support Services SSD
Internal Auditing IAD

Sub-Department Code:
This is an optional Code that can be added before the document type code which consists of 3
alphanumeric digits. It represents the originating section under the OU, where applicable. If not
applicable, then omit.

Sub-Department Code
Engineering ENG
Procurement PUR
Proposals PRP
Project Management PMD
Site Execution SET
Human Resources HRS
Administration ADM
Logistics Support LSS
Information Technology ITS
Security SSS

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
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Document Type:
This refers to assigned 3 letter code representing the type of document:
Document Type Code
IMS Manual IMS
Process/Procedure PRO
Work Instruction WOI
Guideline/Guides GUD
Policy Statement S
Engineering Drawings END
Process Flow Diagram PFD
Process & Instrumentation Diagram PID
Lists LST
Forms FRM
Charts CHT
Environmental Work Instructions EWI
Table TAB
Job descriptions JD

7.0 BUSINESS PROCESS FLOWCHART

None

8.0 RECORDS:
8.1 Records must be maintained so that they remain legible, readily identifiable and
retrievable.

8.2 Records can be in the form of paper records or electronic media.

8.3 Records must be maintained in a neat and tidy manner and protected from damage or
deterioration.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
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8.4 Records should be traceable to a particular process or department as appropriate.

Management system records should be traceable to the IMS through the DCC.

8.5 All records are legible and identifiable. Records are filed in an orderly, well-indexed, and
logical that facilitates easy retrieval. The original copy of a record, filed in the
appropriate directory or file, is maintained as the official record. This official record may
be used in any investigation of nonconformance, corrective action, process conditions,
or document changes.

NTT maintains records as objective evidence to verify that:

• Work was performed in accordance with the current issue of the approved
documentation at the time;
• The documented information is reviewed, revised, and approved as required;
• These records are collected, indexed, filed, and stored in a suitable environment to
prevent damage, deterioration, or loss. Records may contain documents from external
sources. Containers/boxes used for the purpose of document storage are clearly marked
as to their contents and other relevant information. The Concerned department manager
ensures that access, and other requirements are met;
• Identification of Quality Records: NTT record contain one or more of the following
identifiers:

• Title, reference/control number, date of record, preparer’s name, or

corresponding approval. Records are suitably named for easy identification.
Records are legible, complete and correct.

• Protection, Storage and Retrieval of Records: Currently NTT records are

protected from loss, physical deterioration and damage. Hardcopy records are
labeled properly for in case of retrieval and stored in suitable cabinets that
prevent damage or deterioration. Electronic records are properly named and
stored on the company’s server. Electronic records are periodically backed up
and stored offsite.

• Retention of Records: NTT record retention policy requires records to be available

maximum 3 years.

• Disposition of Quality Records: Upon expiration of records the departmental manager

notify MR and action being taken to properly dispose the records and issue the revised
one if relevant.

8.6 Records may include the following:

• Checklists
• Questionnaires

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
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• Forms/Certificates
• Reports
• Specifications
• Minutes of Meetings
• Project Documents
• Electronic Data/Media
• Programs/Plans
• Maintenance Records
• Calibration Records
The above list is not exhaustive.
8.7 Records are archived as required as outlined.

8.8 Records are retained as outlined in the Records Matrix as follows:

General Record:

Record Retention Time Responsibility

Master List of Procedures 3 years or regulatory DCC
Circulation List (Manual) 3 years or regulatory DCC
Amendment Sheets (Manual) 3 years or regulatory DCC
Master copy of Obsolete Documents 3 years or regulatory DCC
Agenda & minutes of all IMS 3 years or regulatory IMS MR
Management Review Meetings
Steering committee meeting minutes 3 years or regulatory
(including Reliability, HSE, Department Director or
Maintenance etc.) Designate
Records of corrective actions 3 years or regulatory
IMS MR
Internal audit schedule, 3 years or regulatory IMS MR
report/checklist
NCs /corrective action reports 3 years or regulatory IMS MR
Approved suppliers list 3 years or regulatory Contracts and Procurement
Director
All completed Training & Performance 3 years or regulatory HR and Department
Appraisal forms Managers
Management Meeting minutes. 3 years or regulatory Office Admin.
EHS Monitoring Records 3 years or regulatory EHS managers

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
 NESMA TELECOM & TECHNOLOGY Document ID No.:
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Confidential Personnel and Medical 3 years or regulatory HR

Records
Maintenance Records – All test/ check 3 years or regulatory Logistics
records.
Minutes of IMS management meetings 3 years or regulatory IMS MR
Invoice & Credit notes 3 years or regulatory Finance
Purchase Orders 3 years or regulatory Finance
Attendance records 1 year hardcopy, HR
indefinite electronic
Personnel requests (hard copy or soft 1 year hardcopy, HR
copies, including Help Desk records) indefinite electronic
Expenses claim sheets 3 years or regulatory Finance
Calibration schedule, log & records 3 years or regulatory Logistic

Annual status reports for Objectives and Targets 3 years or regulatory IMS MR
Record of communication with external bodies, 3 years or regulatory EHS, Security,
etc. (or as documented in the procedure for Administration,
external communication) Finance
Electricity, water, gas and oil usage figures, 3 years or regulatory Logistics
waste details
Pre-site Visit EHS Risk Assessment for work off 3 years or regulatory EHS
site
Training records for personnel working in 3 years or regulatory Relevant department
hazardous situations (at height, confined space,
explosive atmospheres, live electrical work etc.)
Risk Assessment records 3 years or regulatory Organization Units
Accident/Incident report forms 3 years or regulatory Department/SHE
Emergency equipment list and Test Schedules 3 years or regulatory Logistic
and Records
Practice drill schedule and records 3 years or regulatory EHS
Records of Emergencies 3 years or regulatory EHS
Accident/ Incident Report Form (repeated) 3 years or regulatory EHS
Risk assessment forms 3 years or regulatory EHS
Records of licenses, permits etc. relating to 3 years or regulatory EHS
waste disposal contractors
Work permits (including confined space entry 3 years or regulatory Organization Units
form, hot work permit, work at height permit)

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED
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9.0 ANNEXURES:

Document ID Number Document Title Rev. No. Remarks

M-MS-NTT-MAN-001 Integrated Management System 0
Manual

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO NTT (NESMA TELECOM & TECHNOLOGY). ANY DISCLOSURE OR USE
IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY NTT. NOT CONTROLLED WHEN PRINTED